/
How do I run the Swimming Pool yearly invoice packets every October

How do I run the Swimming Pool yearly invoice packets every October

To be eligible for the Swimming pool Annual License Renewal Process, a Swimming pool must be:  

  • Active (Status) the most recent license activity expires in the current calendar year OR 

  • The "Include in Automated Renewal Process" indicator is set to "Include." This option allows you to override the criteria above and include or exclude the Swimming pool in the renewal process. 

  • Make sure templates are reviewed and approved. by Swimming Pool Program SME and invoice templates are reviewed by Lisa H.

Be sure to run all of these steps in order, it is very important or the process will not run correctly. 

Please run through the Configuration environment initially for testing and approvals before proceeding to the Production environment.

Process Steps:

  1. Click Operations. 

  2. Click Processes. 

  3. Click Run Process. 

SP – Annual Renewal: 1) Create License Activities 

  1. Under Process Name, choose the first step in the Process, SP – Annual License Renewals: 1) Create License Activities 

  2. Click Run. 

  3. Wait until a black toast message runs across the bottom of the screen indicating that this step has completed. 

  4. One file will be created. This file will only contain rejected activities i.e. pending, construction, expires after current year.  

  5. To view the file, click on Download Queue. (SP-LicenseRenewal-PreviewFees.txt).   

Note: Review these files for errors and correct data errors before running SP - Annual Renewals: 2) Preview Fees. This preview process may be run as many times as needed to fine-tune the list of Swimming pools that will participate in the bulk License Renewal process. 

 

SP – Annual Renewal: 2) Preview Fees 

  1. Click on Processes. 

  2. Under Process Name, choose the next step in the Process, SP - Annual Renewals: 2) Preview Fees. 

  3. Click Run. 

Note: This step will create new License Renewal Activities in a “Draft” status for every Swimming pool included in the renewal. 

  1. Wait until a black toast message runs across the bottom of the screen indicating that this step has completed. 

  2. To review this file, click on the the Download Queue.

  3. Download and review the Operator Log to ensure that the same number of Swimming pools in the first step were included in this step. 
    When you are satisfied with the results of this step, share the number of pools to be invoiced and corresponding fee amounts with DWEHD Admin (Lisa and/or Sharon) ccing Jeremy, prior to continuing to the next step. 

SP – Annual Renewal: 3) Queue Fees for Invoicing 

  1. Under Process Name, choose the next step in the Process, SP – Annual Renewals: 3) Queue Fees for Invoicing. 

  2. Click Run. 

Note: This step transitions all of the activities created in the previous step to the “Fees Created” status, as well as creating the related license fees. 

  1. Wait until a black toast message runs across the bottom of the screen indicating that this step has completed. 

  2. Download and review the Operator Log to ensure that the same number of Swimming pools in the previous step were included in this step. 

  3. There will also be a file created containing all of the Swimming pools included in this step. 

  4. To view this file, click on Download Queue and download the file named SP-RenewalFee-Created.csv. 

  5. When you are satisfied with the results of this step, continue to the next step. 

  6. This step takes the longest to run and may come back as a failure. The scheduled MiCaRS Transaction Queue job in MiEHDWIS, which runs every 15 minutes, will pick these back up and retry them, as they are still in the queue. When it retried these records, it was able to complete them, as the connection was stable.

SP – Annual Renewal: 4) Generate Invoice Packet 

  1. Click on Processes. 

  2. Under Process Name, choose the next step in the Process, SP - Annual Renewals: 4) Generate Invoice Packet. 

  3. Click Run. 

Note: This step synchronizes the Swimming pool fees from MiEHDWIS to MiCaRS to create invoices and adjustments. 

  1. Wait until a black toast message runs across the bottom of the screen indicating that this step has completed. 

  2. Download and review the Operator Log to ensure that the same number of Swimming pools in the previous step were included in this step. 

  3. When you are satisfied with the results of this step, continue to the next step. 

Download Batch Packets 

  1. Click on Download Queue. 

  2. Two files are created from this process, a Log file and the batch packets.  

  3. To view and verify which Swimming pools were included in this process, download the SP-LicenseRenewalFee-Log.csv file. 

  4. To view and download the Renewal Packets, download the Bulk_SP_License_Renewal_Packets.pdf. 

  5. Review the PDF to make sure each Swimming pool has an Invoice. Spot-check to make sure invoices have been done correctly. 

  6. When you are satisfied with the results of this step, inform Lisa Hoeh, (HoehL@Michigan.gov), she will send this packet along with the Swimming pool License Renewal Memo PDF to the Print Center to then be mailed out. 

  7. Notify Accounting Services that the packets have been generated for mailing.

  8. Request for the Invoice Template Year to be switched back to 2024 (previous year) until Jan 1st, then it needs to be switched back again to 2025 (current billing year) and put date variable back in Due Date column.

Still need help? Submit a ticket to the Internal MiEHDWIS Help Desk and someone from our team will get back with you.